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There are several roles within the Workflow aspects of SharePoint; designers build workflows, end users invoke them, and so on Even the Office products play a huge role The beauty of it is that once in place, everything is under the covers as far as the users are concerned The way they all fit together is as follows (though I wouldn t be surprised if all of these roles are done by one person): Knowledge Workers (end users) These people start workflows and complete tasks through the SharePoint interface and from Office publishing and database tools (Word, Access, and so on); users can manage tasks (or reassign, change, and so on) if enabled by the workflow author Administrators Administrators set up workflows, change workflow settings, deploy/enable/disable workflows, reassign tasks for users, change approvers, and so on Site Designers This group uses SharePoint Designer to assemble new workflows using existing components Developers These people can build new components (and workflows) using the SharePoint Object Model, Windows Workflow Foundation, and SDKs
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While SharePoint Workflow sounds impressive, what actually gives the workflow power is the NET Framework WWF is not an application or engine itself, but a set of components that are hosted by another application (in this case, SharePoint) SharePoint s use and interaction with WWF is abstracted away from the user and designers; the UI and Designer Wizards handle the majority of the work Visual Studio developers can take advantage of the fact that WWF is SharePoint-aware and provides a small library of standard activities such as sending e-mail, connecting to SharePoint lists, and so on This is useful when extending or creating custom workflow (note that using Visual Studio requires downloading
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and installing Windows Workflow Foundation Extensions for Visual Studio) WWF key concepts include the following: Workflow is just like it sounds This is series of steps to get from point A to point B; workflows in WWF are created by linking a set of activities into steps that emulate a human process Activities are units of work that are called elements of the workflow This concept is synonymous with a step in the process (a good example is the sending of an e-mail notification to let a user know that a document is read); steps can be multiconditional using if-then-else-if logic Workflows must run within a host process In an application like WSS, it is not an engine and does not run on its own; this means that SharePoint is running WWF Workflow development includes building Custom Activity Libraries The designer can use this to build workflow processes The components of Workflow include: Base Activity Library This encompasses out-of-the-box activities and the base object for custom activities Runtime Engine This has to do with workflow execution and state management Runtime Services This has to do with hosting flexibility and communication Visual Designer This is a graphical and code-based workflow construction tool (part of Visual Studio) These components do not run by themselves; the host process actually manages the Base Activity Library and Runtime services In relation to WWF, you ll only focus on SharePoint s use of it For more on WWF development and use, refer to MSDN or TechNet
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As the host, SharePoint handles each area needed to support WWF as follows: Persistence SharePoint stores workflow status info to the Status/History Lists in the DB
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NOTE This does not use WWF persistence and uses SharePoint native lists (synonymous with a
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DB Table) as the storage instead Event Delivery This informs (triggers) the workflow when something has happened, such as an update or task change Timer Service This enables running the Delay features of WWF (Reminders and so on) History and Reporting This maintains the History List, tasks, and so on WSS Application Integration WWF is hosted in process with WSS on all frontend machines running WSS Web Services (this provides complete scalability across the farm)
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